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Support Specialist - Finance & Administration

  • Riviere du Rempart
  • 21,000 - 30,000
  • Permanent
  • Added 04/02/2026 
  • Closing 06/03/2026
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Kindly see job description below:

 

Main Purpose

The job incumbent shall be responsible for ensuring that all payments requests are properly approved, documented and processed in a timely manner. He / She shall also handle petty cash and provide administrative support where required. Furthermore, he / she shall perform any cognate duties and assist superior for the smooth running of the department.

Responsibilities:
Accounts Payable:
  • Manages accounts payable in a timely manner.
  • Establishes and maintains relationships with new and existing suppliers.
  • Prioritizes invoice payment processing in order to take advantage of cash discounts to avoir penalties and to adhere to agreed-upon payment terms/plans by :
         Ensuring availability of appropriate documentation
         Ensuring correct pricing
         Seeking relevant approval
         Keeping proper records of approved invoices and other contractual obligations.
         Ensuring all expenses are within company policy
         Comparing purchase orders, prices, terms of payment and other charges
  • Processes transactions and performing accounting duties such as recording entries and reconciling books of accounts.
  • Adheres to company policies in the performance of all assignes accounting duties and communicates any compliance deviations to management in a timely manner.
Office Operations Support:
  • Performs secretarial duties for the managing director by:
         Updating his calendar
         Setting appointments
         Booking air tickets
         Communicating with stakeholders on behalf of MD as may be requested
  • Is responsible for keeping attendance system up to date by:
         Enrolling /updating/Removing of new recruits/Leavers
         Monitoring attendance of employees/overtime and keeping records
         Handling leave management
         Seeking approval as may be required
Reception:
  • Transfers incoming and outgoing calls to and from concerned parties all by displaying good telephone etiquette
  • Performs all cognate duties as may be required for the smooth running of the front office such as directing visitors to appropriate contacts.
Administrative Duties:
  • Provides administrative support to ensure the smooth running of the day to day operation by:
         Doing photocopies, scanning company documents as and when required
         Performing any cognate duties as may be requested by superior
Insurance/ License & Permits Renewal:
  • Handles Medical and Motor vehicle Insurance and Licenses/ Permits renewal by:
         Liaising with providers/ concerned authorities
         Enrolling new employees and processing claims as per company policy
         Registering new vehicle as needed
         Investigating and resolving discrepancies or issues related to claims
         Monitoring renewal dates for insurance, road tax, and permits
         Ensuring timely submission and payment to relevant authorities
Payment Processing:
  • Ensures payment of stipend with regards to repacking of products
  • Is responsible for ensuring prompt payment from/ to relevant parties/ authorities by:
         Obtaining necessary approval
         Scheduling and processing payments, including cheques, payment vouchers and electronic transfers
         Monitoring payment schedules to ensure timely disbursements and avoid late fees
         Verifying invoices and updating amount due after receiving payment
         Keeping proof of payments
         Addressing and resolving payment discrepancies and issues with supplier
  • Performs reconciliation and updates payments on the ERP sytsem accordingly
  • Records number of cheque issued/received to/from supplier/client in log book
  • Handles petty cash transactions and maintain petty cash register
  • Ensures timely impress of the petty cash
Despatch Duties:
  • Receives, sorts and collates incoming/outgoing mails
  • Makes entries in despatch log accurately before dispatch and ensures required signatures are obtained
  • Liaises with brokers/couriers to deliver documents/invoice to clients/suppliers
Product Final Costing:
  • Prepares final costing by:
         Obtaining relevant documents such as GRN from store, broker invoice, freight forwarder, invoice, local charges, transport and storage invoice
         Calculating insurance
         Checking exchange rate
         Inputing COA
         Updating Palladium
Compliance & Record Management:
  • Ensures compliance with company policies and accounting standards
  • Maintain up-to-date documentation for audit and internal review
  • Reports any discrepancies to management promptly

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